The problem with receiving mail from an external domain

Hello, thank you for your reply.

According to Microsoft official documentation, it is indeed possible to add the sender to the allow list, but Microsoft clearly states that different methods have different priorities and risks.

In Office 365, you can add the kmg.kz domain to the allowed domain list. If delays persist, you can then add a mail flow rule to bypass spam filtering. Only when necessary should you add the IP address to the allowed IP list.

https://learn.microsoft.com/defender-office-365/create-safe-sender-lists-in-office-365

According to Microsoft official documentation, if legitimate emails are delayed or misclassified by the system, you can submit the email to Microsoft for “good email” analysis, allowing the system to re-evaluate the sender’s reputation.

https://learn.microsoft.com/defender-office-365/submissions-admin#report-good-email-to-microsoft

Hello, thank you for your reply.

When delivery receipts were checked, the email arrived immediately, which indicates there was no internal delay within Office 365. The sending IP of kmg.kz belongs to a network listed in the UCEPROTECT Level 3 blacklist, showing a low reputation.

This may have led Microsoft to apply rate limiting or temporary rejections, causing normal emails to remain in the sender’s queue for extended retries and resulting in delays of several hundred minutes. The issue is more likely related to the sender’s network reputation.

The kmg.kz administrator needs to verify the sending IP status and review the SMTP retry logs.

Hello, thank you for your reply.

Based on the screenshot:

The email delay occurred between the kmg.kz sending server and the Microsoft 365 entry point, with a single-hop delay of approximately 343 minutes. Once inside Office 365, internal delivery took only a few seconds, which confirms the issue is not with your Outlook.

Both SPF and DKIM checks passed. The most likely cause is that the kmg.kz sending server was subject to throttling, temporary rejection, or queue congestion. You will need to contact the kmg.kz administrator to review the sending queue and IP reputation.

the problem is only with emails from the domain kmg.kz . I am sending an analysis of the letter.

there are no problems from other domains

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Hello,

First, please log in to your email web browser and check how long it took to receive this email.

This will help determine whether the problem is with your email account or if Outlook is experiencing a delay in downloading the email.